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2008-02-19
Contents
Chapter 1 About this document 9
Who should read this document ...............................................................10
How to use this document.........................................................................10
Index 127
1
1 About this document
Who should read this document
Welcome to Business Objects Live Office User's Guide. Live Office lets
anyone, from business workers to experienced data analysts, easily retrieve
business information, create queries, perform calculations, and share answers
to business questions without having to understand complex database
languages and structures.
Live Office helps business workers like you easily embed accurate,
trustworthy up-to-date Crystal Reports or Web Intelligence information into
your Microsoft® Office documents, spreadsheets, emails, and presentations.
If you know how to create documents and spreadsheets, you'll have no
problem learning to use Live Office.
2
2 Getting Started with Live Office
Overview
Overview
BusinessObjects™ Live Office (Live Office) gives you access to up-to-date
information you use everyday to do your job and make important business
decisions. It gives you real-time data that is verifiable and easily refreshed.
Live Office is built in to Microsoft Office applications you already use. The
information you need is at your finger tips and available in a familiar, easy
to use format. Live Office empowers business workers like you to easily
access corporate data from within Microsoft Office Excel, Word, Outlook,
and PowerPoint without depending on IT expertise to use complex business
intelligence tools.
Note: If you are not sure whether or not you have the appropriate rights,
contact your BusinessObjects Enterprise administrator.
You can format the imported data by using standard Microsoft Excel
functionality and the features of Live Office.
Related Topics
• New Features on page 19
• Logging on to BusinessObjects Enterprise on page 23
• Live Office toolbar on page 20
• Live Office content types on page 18
• Live Office concepts on page 15
• About Live Office content on page 14
Related Topics
• Live Office architecture on page 19
• Live Office concepts on page 15
To understand how Live Office data can answer your business questions
quickly and easily, you need to be familiar with the following key concepts:
• Report objects including instances and parts
• Universes
• Parameters
• Prompts
Related Topics
• What are report objects, instances, and parts? on page 15
• What are Universes? on page 17
• What are parameters and prompts? on page 18
When you use Live Office to insert data in a document, you can choose from
Crystal Reports or Web Intelligence content stored in the BusinessObjects
Enterprise repository. Reports stored in the BusinessObjects repository are
called report objects.
Report objects
A report is a document you create containing the information about your
business presented in tables, charts, and graphs. A report object is what
supplies the data to the report. In Live Office , you work with report objects
because they are connected to the most up-to-date content stored in
databases. So, when you create a report, you'll know it will contain the latest
information when people view it.
When a report is created with Crystal Reports or the Web Intelligence Report
Panel , its information may come from various databases. The source report
is called a report object, because it is a source data object and contains
information from various data sources. The report object returns data from
the underlying data source either on demand from the database or depending
on the other refresh option chosen.
Report instances
An instance is a version of that object created by BusinessObjects Enterprise
when users modify the source document or schedule reports. Each instance
contains data that is current at the time the source report is processed.
Essentially, a report instance is a report object that contains report data that
is retrieved from one or more databases. Typically, report objects are
designed such that users can schedule several instances with varying
characteristics. For example, if users run a report object containing
parameters, they can schedule one instance that contains report data from
a particular department, and schedule another instance that contains
information from another department, even though both instances originate
from the same report object.
Report parts
A part of section of a report displayed by itself—without the rest of the report
page—are referred to as report parts. More precisely, report parts are objects
that use hyperlinks to point from a source report object to a destination Live
Office object. Report parts include objects such as text or charts.
The following diagram shows the relationship between report objects, report
instances, and report parts in Live Office .
Related Topics
• To configure refresh options for your Live Office objects on page 34
• Configuring data refresh options on page 34
Parameters
Parameter is a Crystal Reports term. A parameter is a question that you
need to answer before generating your report. The information you enter, or
the way you respond, determines what appears in the report. For example,
in a report used by sales people, there might be a parameter that asks the
user to choose a sales region. The report would return the results for the
specific region, instead of returning the results for all of the regions.
Parameters may be either mandatory or optional.
Prompts
A prompt is similar to a parameter in Crystal Reports. This Web Intelligence
term refers to a dynamic filter that displays a question every time you refresh
the data in a report. You respond to prompts by typing or selecting the prompt
value(s) you want to view before you refresh the data. Prompts may be either
mandatory or optional.
Related Topics
• What is a query context? on page 66
• Specifying parameter values on page 32
Support for different kinds of data objects has been enhanced in this version
of Live Office. The following table explains how support for fields and report
parts, such as charts and text, works in Live Office.
Related Topics
• Live Office concepts on page 15
Related Topics
• New Features on page 19
New Features
Feature enhancements
The BusinessObjects Live Office toolbar provides you with quick access to
some of the most common commands you will need to create and modify
reports or run queries to answer your business questions.
It provides you with quick access to the Live Office objects in your Microsoft
Office Excel, PowerPoint, Outlook, and Word documents. You can:
• Insert a report object
• Refresh all report objects
• Save an object to BusinessObjects Enterprise
• Navigate to the source report for your Live Office object
The BusinessObjects Live Office ribbon menu shown below, helps you create
and modify reports or run queries to answer your business questions when
using any Microsoft Office 2007 application.
4. Verify the information in the Web Service URL and System fields to
ensure that the application is pointing to the correct Central Management
System (CMS).
For example, if the Web Intelligence document you want to insert is on
a CMS called businessobjects01, and the webservices server is running
on a server called businessobjects02, then the following information would
be accurate:
System businessobjects01
Web Service URL http://businessobjects02:8080/dswsbobje/ser
vices/session
You can change your Live Office settings so that you are automatically logged
on to BusinessObjects Enterprise each time you start Microsoft Office Excel,
Word, or PowerPoint.
Related Topics
• Logging on to BusinessObjects Enterprise automatically on page 103
Related Topics
• Inserting Web Intelligence content on page 52
• Inserting Crystal Reports content on page 29
• Logging on to BusinessObjects Enterprise on page 23
3
3 Working with Crystal Reports Content in Live Office
Overview
Overview
With BusinessObjects Live Office (Live Office), you can leverage the power,
convenience, and reliability of Crystal Reports functionality from within the
Microsoft Office applications you use everyday to make better business
decisions. With point and click ease, you can easily monitor regional sales
trends or analyze quarterly sales figures from within MIcrosoft Office Excel,
Word, Outlook, or PowerPoint, and share that analysis with your colleagues
for improved decision making.
With Live Office, you have the comfort of knowing that the data you are
accessing to make business decisions is reliable, up-to-date, and easily
refreshed on demand from the database. Data accuracy is no longer a
concern.
With an easy to use Live Office Insert Wizard, you can insert Crystal Reports
report parts or fields into your Microsoft Office documents.
To use Crystal Reports functionality within Live Office to retrieve live data
and answer your important business questions, you need to understand the
following concepts.
This topic shows you how to insert and refresh report parts in a MIcrosoft
Office Excel 2003 document.
The first page of the Live Office Insert Wizard displays the Repository Explorer
so that you can navigate easily to the report you want to use. The Repository
Explorer displays all crystal reports to which you have access, including
reports contained within publications.
Tip: You can also use the search functionality to search by title, keywords,
content or all fields to locate a specific report quickly. If you are importing to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email. The Recent folder also contains any reports
you have created or modified most recently for ease of access.
2. In the right-hand pane of the "Repository Explorer", select the report you
want to use, and click Next.
For example, a regional sales manager might select a report
called“Activities by Location” to monitor regional sales figures.
Tip:
• Select a column name, for example, Name, Owner, or Type, to sort
available reports.
• You can search for a specific report or object by title or keywords using
the search dialog above the frameset.
• If you are importing to an Outlook email, a suggestion folder will also
be available. For your convenience, this folder will contain the results
of a content search based on the email's subject line.
Note:
• If the report you selected contains parameters, the Specify Parameter
Values page appears. See Specifying parameter values on page 32.
• If the report you selected does not contain parameters, the next page
of the Live Office Insert Wizard prompts you to select the parts of the
report you want to include and insert into your Microsoft Office
application. For more information, see Choosing and inserting data
as report parts on page 32.
• If the report you selected requires database logon credentials, you
are prompted again to log on. See Logging on to secured databases
on page 24.
You can use this list of parameter values to later bind parameters to particular
cells in your Microsoft Office Excel spreadsheet for easy updating For
information about how parameter binding works, see Configuring parameter
binding options on page 34
First, however, you must choose the data you want to include as report parts
and insert it as a Live Office object into your Microsoft Office document. See
Choosing and inserting data as report parts on page 32.
The next page of the Live Office Insert Wizard is the Choose Data page
which prompts you to select the parts of the report you want to include and
insert into your Microsoft Office document.
To select report parts
1. Choose your preferred options for viewing report data from the Live Office
Insert Wizard toolbar.
•
Select the Toggle Interactive Parameters icon to adjust the
parameter value in the Interactive Parameters pane. You can use the
pane to adjust the parameter values you selected in the Specify
Parameter Values page. Use the drop down list under each parameter
in the pane to adjust the parameter value. After you have completed
your parameter value selections click Apply.
•
Select the Toggle Group Tree icon to switch document view. For
example, in a quarterly sales report, data could be grouped and sorted
by sales person and product in document tree view for quick access
• Select the right or left facing arrows in the toolbar to navigate to a
particular page in a report.
• Select the search icon to search on particular text strings in the report
such as a sales person's name.
• Choose a page magnification or zoom factor for the report from the
available drop-down list for optimal display.
2. In the document viewer, select the report parts or objects you want to
include. For example, for a quarterly sales report, you could include the
name of the sales person, their product class, and their sales total by
quarter.
Tip:
• You can use the cursor to select multiple objects at once.
• Click Switch to Fields to display the available objects as fields rather
than report parts.
3. Click Next.
The Summary page appears.
4. Name your report part and verify its location in the repository.
5. Click Finish to insert the Live Office object in your application.
6. To insert additional report parts from the same source, right-click the Live
Office object you just created and select New Object from Same Report.
Tip: You can select multiple report parts to insert into your office application
by using ALT + Click . For example, you could select all countries in a sales
report and insert them as a row set.
Related Topics
• To bind a prompt to your Microsoft Office document on page 76
The data that is returned when you refresh an object depends on:
• The type of object that was used as the source object and the refresh
option you select.
• The data refresh option you select.
You can change the refresh behavior for the Live Office report objects and
instances to which you have access on the Live Office Object Properties
dialog box.
To configure refresh options for your Live Office objects
1. In your Microsoft Office document, right-click the Live Office object for
which you want to change the refresh properties.
2. Click Live Office and click Refresh Option.
The Refresh Options dialog box appears.
Specific instance: From a specific Refresh the data for the selected
instance of the report instance only.
Note:
• "On demand" is the default option, and it will be the only active value if
the report object does not have report instances or versions, and there
is no saved data with the report.
• If you choose to remove data when you save the document for security
reasons, anyone opening the document will see a message that data has
been removed. They must refresh the objects to view the imported Live
Office objects. To refresh the objects, users need to have Live Office
installed and have access to the source object in BusinessObjects
Enterprise. For more information about concealing data, see Managing
document security and access on page 102.
After inserting and configuring your Live Office objects, you can save your
work locally and to the BusinessObjects Enterprise repository.
To save your file to a local drive
• Do one of the following to save your file locally:
• From the File menu click Save or Save As
• From the LiveOffice menu, click Create Snapshot
This topic shows you how to insert field as a dataset in a Microsoft Office
2003 document.
To run the Live Office Insert Wizard
1. Open a Microsoft Office document.
2. Select where you want to insert the Live Office object.
Related Topics
• Logging on to BusinessObjects Enterprise on page 23
The first page of the Live Office Insert Wizard displays the Repository Explorer
so that you can navigate easily to the report you want to use. The Repository
Explorer displays all crystal reports to which you have access, including
reports contained within publications.
Tip: You can also use the search functionality to search by title and keyword
to locate a specific report quickly. The Recent folder also contains any reports
you have created or modified most recently for ease of access.
2. In the right-hand pane of the Repository Explorer, select the report you
want to use, and click Next.
Tip: Select a column name, for example, Name, Owner, or Type, to sort
available reports.
Note:
• If the report you selected contains parameters, the Specify Parameter
Values page appears. See Specifying parameter values on page 32.
• If the report you selected does not contain parameters, the next page
of the Live Office Insert Wizard prompts you to select the parts of the
report you want to include and insert into your Microsoft Office
application. For more information, see Choosing and inserting data
as report parts on page 32.
• If the report you selected requires database logon credentials, you
are prompted again to log on. See Logging on to secured databases
on page 24.
The next page of the Live Office Insert Wizard prompts you to select the
report fields you want to include and insert into your Microsoft Office
application.
This topic shows you how to insert field as a dataset in a MIcrosoft Office
2003 document.
Note: The Select Fields dialog box does not appear if you have chosen to
select parts of a crystal report.
To select fields
1. In the Choose Data page of the Live Office Insert Wizard, select the
Switch to Fields option.
2. In the Available Fields list, click a field that you want to include in the
Report object, and then click the right arrow (>).
The selected fields appear in the Selected Fields list.
3. Use the up and down arrows to change the order of the included fields,
as required.
4. Click Next.
Applying filters
You can apply filters to all available fields in your Crystal Reports documents
to restrict the data in your report, even if the fields do not appear in your
document.
Note: In Microsoft PowerPoint, the Live Office object can show only 50 rows
and 50 columns of data. If you insert a Report View that contains more data
than this, the data will be truncated. You can reduce the number of fields
shown in the report object or add filters to reduce the data to fewer than 50
rows and columns.
Note:
• If you want to filter out null values, you can use the is nulland is not
null operators in combination with other operators. The is not equal
to operator also filters out null values.
• If you add a filter to a calculated field, you must type in the value,
rather than select from the lists. Live Office cannot retrieve the
calculated values from the underlying database.
3. Select a value from the drop-down list of values for the operator you
chose, and click Add Filter.
The filter and applicable value appear under the field to which they apply.
The filter is stored as a comment or bookmark on the field that contains
the filter.
4. Click Next and click Finish to verify your selections, including the name
and location of the report, and insert your Live Office object in your
Microsoft Office application.
1. Configure cell and parameter binding options for your Live Office data
object. For more information, see Configuring parameter binding options
on page 34.
2. Configure refresh options for your Live Office data object. For more
information, see Configuring data refresh options on page 34.
3. From the File menu, click Save or Save As to save your document locally.
4. Save your work to your BusinessObjects Enterprise repository. For more
information about publishing your data object to your BusinessObjects
Repository, see Publishing and Viewing Files.
You can quickly and easily add additional report parts to your Live Office
object embedded in a Microsoft Office document.
Note: The information in this section does not apply to Live Office objects
embedded in a recieved email.
3. Select the additional report parts you want to add and insert them using
the Live Office Wizard.
Tip: You can select multiple report parts of the same type by using ALT +
Click. For example, you could select all countries in a sales report and insert
them as a row set in your Microsoft Office document.
You can also display and modify the properties for your Crystal Reports Live
Office object.
1. From within your Microsoft Office application, right-click your Live Office
object and click Properties.
The Object Properties dialog box appears.
Note: The properties shown and tabs available depend on the type of
cell you selected.
If your Live Office object is based on a report object that contains parameters,
you can change the parameter values when you insert the object, or you can
change the values later. If you do not specify parameter values when you
insert Live Office objects into your Microsoft Office document, Live Office
uses the current values.
Note: If the report object contains mandatory parameters, you have to specify
a paramater value to insert the object.
You can modify the Live Office properties so that you are prompted for the
parameter values when you refresh the data. You can also use commands
on the shortcut menu and the Navigation Bar to modify the parameters.
1. Right-click the Live Office object that contains the parameter you want to
bind to a specific location in your Microsoft Officedocument, point to Live
Office, and click Properties.
2. From the Live Office Object Properties dialog, select the Prompts tab.
This topic is relevant if you use Live Office objects with Microsoft Office Excel.
1. On the Live Office menu, click Options.
2. In the Options dialog box, click the General tab.
3. Select Refresh Live Office object when binding cell changes.
4. Click OK.
Note: When you refresh any single LiveOffice object, the Specify Parameter
Values dialog box opens and allows you to modify the parameter values.
Modifying fields
You can add or remove fields from a report object that is based on a Crystal
Reports document or document instance.
1. Click any cell in the Live Office object that you want to modify.
2. On the LiveOffice menu, click Modify and then click Add/Remove Fields
to open the Choose Data page of the Live Office Insert Wizard.
3. Do one of the following:
• To add a field, select it in the Available fields list; then click the right
arrow (>).
• To remove a field, select it in the Included fields list; then click the
left arrow (<).
4. To change the order of the included fields, use the up and down arrows.
5. Click OK to apply the changes.
Related Topics
• Choosing fields as your data set on page 38
Modifying filters
You can add, modify, and remove filters from your document. You can apply
filters to any field in the source Crystal Report document, even if the field is
not displayed.
3. In the Filter Settings page, click the field that you want to filter.
4. If you want to modify an existing filter, select the filter.
5. Select a suitable operator from the Operators list on the right.
There are many different types of operators that you can choose. You
can further qualify your operator using the values lists. The options that
you are given depend on the selected operator.
If you want to filter out null values, you can use the "is NULL" and "is NOT
NULL" operators in combination with other operators. The "is not equal
to" operator also filters out null values.
Note:
• If you add a filter to a calculated field, you must type in the values
rather than selecting from the lists. Live Office cannot retrieve the
calculated values from the underlying database.
To remove a filter
1. Select a cell in your document that contains the filter you want to remove.
2. On the LiveOffice menu, click Modify, click Filter Setting, and then click
Add/Modify to open the Filter Settings page of the Live Office Insert
Wizard.
Tip: You can also right-click the Live Office object, point to Live Office,
point to Filter Settings, and click Add/Remove.
3. In the Filter Settings page, select the filter that you want to delete, Remove
Filter, and click OK.
You can also focus on or filter on a particular set of field values. to narrow
down the data in your report. For example, if your report data contains
information on a range of bicycles, you might have three fields containing
the following information: Size, Color, and Price. The bicycles might come
in four colors: red, black, blue, and green. If you want your report to display
the size and price for the black bicycles only, you could use the Focus On
Value filter setting to return that information. Alternatively, you can use the
Exclude Value to exclude specific values.
To focus on a value
1. Click the cell containing the field value that you want to include as a filter.
For example, black bicycles.
2. On the LiveOffice menu, click Modify,click Filter Setting, and then click
Focus On Value.
Your report now displays size and price information for black bicycles.
To restore the default view, remove the filter.
To exclude a value
1. Click the cell containing the value that you want to exclude.
2. On the LiveOffice menu, click Modify, click Filter Setting, and then click
Exclude Value.
Live Office removes the rows in that field containing the selected value.
In this example, all red bicycles would disappear from the field. To restore
the default view, remove the filter.
4
4 Working with Web Intelligence Content in Live Office
Overview
Overview
Web Intelligence provides access to business information over intranet and
extranets for powerful ad hoc queries and sophisticated, easy-to-use
interactive analysis.
With BusinessObjects Live Office (Live Office), you can easily and
conveniently manipulate Web Intelligence data from within the Microsoft
Office application environment.
You can compile, analyze, and manipulate “live” Web Intelligence data from
within the Microsoft Office Excel, PowerPoint, Outlook, and Word documents
that you use everyday for improved collaborative decision making.
To insert Web Intelligence data into your Microsoft Office documents using
Live Office, you perform a series of tasks in the Live Office Insert Wizard.
The Live Office Insert Wizard has five pages which are explained in the
following table.
To insert Web Intelligence data into your Microsoft Office Excel spreadsheets,
Microsoft Office PowerPoint presentations, Outlook messages, or Microsoft
Office Word documents using Live Office you need to understand the
following key terms and concepts.
Term Definition
Related Topics
• Managing time dependent variables (Key Date) on page 92
Related Topics
• Logging on to BusinessObjects Enterprise on page 23
In the Live Office Insert Wizard, you select the Web Intelligence report that
contains the data you want to view.
The first page of the Live Office Insert Wizard displays the Repository Explorer
so that you can navigate easily to the report you want to use. The Repository
Explorer displays all the web intelligence data to which you have access,
including data contained within publications.
Tip: You can also use the search functionality to search by title, keywords,
content or all fields to locate a specific report quickly. If you are importing to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email. The Recent folder also contains any reports
you have created or modified most recently for ease of access.
Note: If you wish to use an instance of a report, that instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances only sent
directly to Inboxes are not stored on the system and cannot be accessed.
1. Double-click the folder that contains the report you want to use. For
example, a regional sales manager might click the Demo subfolder in the
Public folder. If the report is contained within a displayed publication,
select the publication instance to reveal its contents.
The folder hierarchy expands.
2. From the right-hand pane of the Repository Explorer, select the report
you want to use, and click Next.
Tip: Select a column name, for example, Name, Owner, or Type, to sort
available reports. Click OK and click Next.
Related Topics
• To specify prompt values on page 54
• To specify context on page 54
Specifying a context
To specify context
• From the Specify Context Page of the Live Office Insert Wizard, select a
context from the available queries, and click Next.
The Specify Prompts Values or the Summary page appears.
The Specify Prompt Values page will display only if prompts have been
specified for the report. Prompts are either mandatory or optional. If all the
prompts listed on this page are optional, you do not have to specify a prompt
value at this stage, click Next and specify the prompt values when refreshing
the object.
1. On the "Specify Prompt Values" page, do one of the following for each
prompt value you want to specify:
• Type a value in the search field, to search for a prompt value from a
pre-selected list of options. Click the to specify Ignore case or
You can also double click on a displayed value to add it to the list of
selected values.
• Type a prompt value and click > to add the value to the list of values.
2. Click Next.
The Choose Data page appears.
The Choose Data page appears after either selecting a context or specifying
prompt values.
1. On the Choose Data page of the Live Office Insert Wizard, select the
Web Intelligence report parts you want to include.
2. Click Next.
The Summary page appears.
The Summary page is the last screen in the Live Office Insert Wizard before
the current object is inserted into your Microsoft Office application. Follow
the instructions below to complete the process of creating your Live Office
object.
1. From the Summary Page, name your Live Office object and verify its path
in the BusinessObjects repository
2. Click Finish to insert your Live Office object into your Microsoft Office
document.
A progress bar appears as your Live Office object is inserted in your
Microsoft Office document.
You can now either save the inserted data or define specific object properties.
Related Topics
• Configuring data refresh options on page 56
• Saving your data locally and to the repository on page 86
After inserting your Web intelligence object, you should configure Live Office
object properties which include general object properties, prompt configuration
options, refresh options, and formatting and display options.
1. Right-click your Live Office Web intelligence object, point to Live Office,
and click Properties.
2. From the General tab of Live Office Object Properties dialog, verify the
object name, the time the object was last refreshed, the name and path
to the source document, and the object definition.
Related Topics
• Managing global Live Office properties on page 95
• Managing prompt and parameter settings on page 92
• Managing global Live Office properties on page 95
The data that is returned when you refresh an object depends on:
• The type of object that was used as the source object and the refresh
option you select.
• The data refresh option you select.
You can easily configure or modify the refresh behavior for the Live Office
objects and instances using the Live Office shortcut menu.
1. From within your Microsoft Office document, right-click the Live Office
object for which you want to change the refresh properties.
2. Click Live Office and click Refresh Option.
The Refresh Options dialog appears.
3. Select the refresh option you want and click OK. The refresh options are
explained in the following table.
Specific instance: From a specified Refresh the data for the selected
instance of the report instance only.
Note: On demand is the default option, and it will be the only active value
if the report object does not have report instances or versions or there is no
saved data with the report.
Related Topics
• To bind a prompt to your Microsoft Office document on page 76
You can also display and modify the properties for your Web Intelligence
Live Office object
Note: The properties shown and options available depend on the object.
Related Topics
• Managing prompt and parameter settings on page 92
• Configuring data refresh options on page 56
• Modifying prompt values on page 60
You can quickly and easily add additional report parts to your Live Office
Web Intelligence document.
1. Select the source Live Office object in your Microsoft Office application.
2. Right-click, point to Live Office, and click Insert from Same Source.
3. Select the additional report parts you want to add and insert them using
the Live Office Wizard.
You can change the prompt values when you insert the Web Intelligence
data object or you can change the values later. If you do not specify prompt
values when you insert the object, Live Office uses the current prompt values.
Related Topics
• Configuring prompt binding options on page 58
• Managing global Live Office properties on page 95
• Managing prompt and parameter settings on page 92
Earlier versions of Live Office only supported inserting Web Intelligence fields
into Microsoft Office documents. This version is backward compatible with
the earlier versions of Live Office and you can therefore upgrade Web
Intelligence content.
5
5 Working with Queries in Live Office
Overview
Overview
A query is used to answer a business question from data stored in one or
more databases. Traditionally, queries could only be designed by an expert
in IT or database languages. However, BusinessObjects Live Office (Live
Office) has a wizard that makes it easy to build queries. You do not need to
know complex programming languages.
With minimal effort, you can define queries and retrieve meaningful answers
to business queries such as the following:
• Get sales figures for the first three quarters of this year for all customers
in North America by region.
• Get a list of all customers worldwide who are partners.
The data is arranged in table format where you can access it from your
Microsoft Office Excel, Word, Outlook or PowerPoint documents. This
document contains information about creating, editing, and revising queries
in Live Office.
Related Topics
• Viewing query properties on page 78
• Creating and running queries on page 68
• About query building in Live Office on page 66
• Query fundamentals on page 64
Query fundamentals
A request can be simple, such as give me total sales in California for the first
quarter of last year. Or, it can be more complex, depending on your business
need.
The universe object appears on the Manager pane to the left of the Result
Objects and Filter Objects panes in Live Office.
Note: Business users of Live Office will most likely use an existing universe
to build their queries.
For existing universes, however, you may have to specify a query context
to avoid returning ambiguous data from the database.
What is a prompt?
Related Topics
• To specify prompt values on page 54
Related Topics
• Naming and inserting your Live Office query object on page 75
• Naming and inserting your Live Office query object on page 75
• Building your query on page 69
• Defining your data filters on page 72
• Specifying context for your query on page 74
• To configure query options on page 77
• Managing time dependent variables (Key Date) on page 92
1. Open the Microsoft Office document you want to use to insert and store
your new query.
2. From within your Microsoft Office document, click Insert and then click
New Query to run the Live Office Insert Wizard.
3. Log on to BusinessObjects Enterprise. For more information, see Logging
on to BusinessObjects Enterprise on page 23.
4. From the Choose Universe page of the Live Office Insert Wizard, expand
the Universe folder or subfolders to navigate to the universe you want to
use.
The Specify Query page appears.
Related Topics
• Query fundamentals on page 64
• Building your query on page 69
To define the data to have it answer your business questions and be inserted
into your Microsoft Office Excel, PowerPoint, Outlook, or Word document,
you need to build a query. The manager pane of the Specify Query page
lists all the available objects defined for the selected universe.
1. From the manager pane in the Specify Query page, select and drag
objects onto the Result Objects or Filter Objects pane.
Note: You can also remove objects from the Result Objects pane at any
time.
An icon is created for each object you drop onto a pane.
2. Drag the dimension or detail object types that you want to use from the
manager pane to the Results Objects pane.
For example, a regional sales manager who monitors monthly and
quarterly sales figures regularly might build a query to include the
Customer Name and Opportunity ID dimensions.
3. From the manager pane drag your filter objects to the Filter Objects
pane.
For example, you could filter your query to include only sales activity from
a particular region.
You can make your business question more meaningful by ranking, sorting
or filtering the data set returned from the database.
You can now proceed to define any objects you dropped into the Filter
Objects pane. If your query does not have any objects in the Filter
Objects pane, click Next to continue.
Related Topics
• Defining your data filters on page 72
• Adding a ranking to a universe query on page 70
• Sorting query objects on page 71
• Configuring query options on page 77
You can apply a specific sorting order to the objects included in a query. The
sort order will be reflected in the retrieved results for your query. To specify
a sort you need to view the "Specify Query" page in the Live Office Insert
Wizard.
1.
In the Specify Query page click the Manage sort icon .
The Sort Dialog is displayed.
2. From the Available objects list select the object to which you want to
sort.
Expand the folders and subfolders to locate your objects.
Note: You cannot select an entire folder.
3. Use the > button to move a selected object to the Query sorts list.
To undo a selection, use the < button to return an object to the Available
objects list .
4. Select an object in the Query sorts list and do any of the following:
• Specify the order of the retrieved data for the object as either
Ascending or Descending by selecting the appropraite button. A
corresponding up (ascending) or down (descending) arrow is displayed
next to the object. Objects are by default specified as ascending.
• Use the Move up or Move down button to move the object within the
Query sorts list . The query will reflect the order in the list.
5. Click OK.
The Sort Dialog is closed and you return to the Specify Query page in
the Live Office Insert Wizard.
When you build simple queries using the Live Office Insert Wizard, you can
choose to define three types of filters
• A constant value
• A list of values
• A prompt
The rest of this section provides step-by-step instructions for defining each
filter type.
Note: The value entered the in text box is the constant value for the object
when the query is run. Click the downward facing arrow on the left of the
text box to select a different relationship between the specified value and
the query object.
3. Click Next.
The Specify Query Contexts or Specify Prompt Values page appears.
3. Click Next.
The Specify Query Contexts or Specify Prompts Values page appears.
Note: You can also set query context on the Prompt tab of the Properties
dialog or during a refresh operation.
To specify context
Related Topics
• Naming and inserting your Live Office query object on page 75
• Specifying prompt values on page 74
The Specify Prompt Value page will display only if you specified prompts
for the query. Prompts are either mandatory or optional. If all the prompts
listed on the page are optional, you do not have to specify a prompt value
at this stage, click Next and specify the prompt values when refreshing the
query.
1. On the Specify Prompt Values page, do one of the following for each
prompt value you want to specify:
You can also double click on a displayed value to add it to the list of
selected values.
• Type a prompt value and click > to add the value to the list of values.
2. Click Next.
The Summary page appears.
The Summary page is the final screen of the Live Office Insert Wizard.
1. From the Summary page, provide a name for your query, and verify its
location.
2. Click Finish to insert the query.
The Live Office Insert Wizard closes and the query results are inserted
into your Microsoft Office document.
Tip: You can also double click on a displayed value to add it to the
list of selected values.
• Type a prompt value and click > to add the value to the list of values.
6. Click OK to close all the open dialogs and refresh the report data.
1.
Click the Show the option dialog icon .
The Options dialog appears.
Option Description
Editing queries
1. From within your Microsoft Office document, right-click your existing query,
click LiveOffice > Properties.
The Live Office Object properties page appears.
2. Click the General tab to display the object definition and set universe
location properties
3. Click Choose to open the Universe Location dialog box.
4. Make the changes you want and click OK.
1. From within your Microsoft Office document, right-click your existing query.
2. Select LiveOffice and click Edit Universe Query to run the Live Office
Insert Wizard.
The Specify Query page appears.
3. Make the changes you want to the definition of your query, and click OK.
You can modify the context of an existing query from the Prompt tab of the
Live Office Properties dialog box or during a refresh operation.
1. From within your Microsoft Office document, right-click your existing query,
point to Live Office, and click Properties.
The Live Office Object Properties dialog box appears.
2. Click the Prompt tab to display the option to display the current query
contexts.
3. Make the change you want, and click OK.
4. Click Query Context to modify the current query context.
The Specify Query Contexts screen is displayed.
5. Select the context you want from the list under Available Contexts.
6. Click OK to submit your change .
The Live Office Object Properties dialog box is displayed again.
7. Click OK .
The Live Office object is refreshed and reflects the new query context.
6
6 Performing Common Tasks with Live Office Objects
Performing Common Tasks with Live Office
Related Topics
• Removing Live Office objects on page 90
• Loading, updating, and refreshing existing content on page 89
• Distributing objects via Outlook on page 88
• Copying and pasting Live Office Objects on page 86
• Connecting to a different system on page 84
• Opening a document on a local drive on page 83
• Viewing a published document on page 82
• Publishing a document to BusinessObjects Enterprise on page 84
Overview
You can use BusinessObjects Live Office (Live Office) to publish documents
to BusinessObjects Enterprise. To publish a document to BusinessObjects
Enterprise, you must have publishing rights. To view the document, users
must have viewing rights for the document.
Related Topics
• Publishing a document to BusinessObjects Enterprise on page 84
• Viewing a published document on page 82
You can open a published document if you have viewing rights for that
document in BusinessObjects Enterprise.
2. In the Open dialog box, select the document that you want to view.
Note: If an object in the document was originally based on a Crystal
Reports document or Web Intelligence document published to a different
BusinessObjects Enterprise system, you will see a message informing
you that the source cannot be found on the current system.
Related Topics
• Publishing a document to BusinessObjects Enterprise on page 84
Note: If you conceal the data when you save the document, anyone opening
the document must refresh the objects to view the imported data. To refresh
the objects, users need to have Live Office installed and have access to the
source object in BusinessObjects Enterprise.
Related Topics
• Publishing a document to BusinessObjects Enterprise on page 84
2. In the Save As dialog box, select the folder where you want to save the
document.
3. Enter a name for the document in the File name field.
4. Click Save to publish the document.
Related Topics
• Viewing a published document on page 82
http://businessobjects01:8080/dswsbobje/services/session
You can change your Live Office settings so that you are automatically logged
on to BusinessObjects Enterprise each time you start Microsoft Office Excel,
Word, Outlook or PowerPoint.
Related Topics
• Logging on to BusinessObjects Enterprise on page 23
• Publishing a document to BusinessObjects Enterprise on page 84
• Viewing a published document on page 82
After inserting and configuring your Live Office objects, you can save your
work locally and to the BusinessObjects Enterprise repository.
For more information about publishing your data object to your Business
Objects Repository, see Publishing a document to BusinessObjects Enterprise
on page 84.
Once you have embedded a Live Office object in your MS Office application,
you can copy and paste the object to another location within the same
document, or move it to a completely different MS Office application. For
example, after inserting and configuring part of a sales report within your
PowerPoint presentation, you can embed the same object within an email
message or a spreadsheet.
Related Topics
• Disconnecting Live Office objects from Enterprise on page 103
• To modify parameter binding options on page 42
After inserting content into your Microsoft Office document, use the procedure
below to copy and paste any object into another Microsoft Office application.
1. Select the entire Live Object that you want to copy, right-click to Copy.
Tip: Use the Go to Object navigator on the Live Office tollbar.
Live Officemenu if your document contains multiple Live Office objects.
You should now ensure that the target MS Office application is open.
2. Right click in your target MS Office application and then click Paste.
The Live Office object is inserted in the new document.
3. Repeat steps 1-2 if you want to copy and paste more objects from the
source content.
By default when you paste a Live Office object, the connectivity with
Enterprise is maintained. This raises data access and security concerns
especially if you plan to distribute documents with embedded Live Office
objects. Follow the instructions below to disconnect Enterprise connectivity
to objects embeded in your Microsoft Office applications.
You can insert Live Office objects into Microsoft Office Outlook for distribution
within your organization . All recipients will be able to view the data contained
within the sent email message.You cannot edit or refresh an object when
viewing a received mail. You must switch to design mode by either forwarding
or replying to the mail containing the Live Office object. Once in design mode,
you can refresh or modify the object after logging into BusinessObjects
Enterprise.
Note: Live Office does not support plain text mail format.
Tip:
• When you open the "Repository Explorer" directly from Outlook, a
Suggestion folder is available. This folder contains the results of a content
search automatically performed using your email's subject line.
• Outlook users with Live Office clients installed on their computers can
use the Go to Object menu to navigate to each object embedded in a
received mail.
Related Topics
• Logging on to BusinessObjects Enterprise on page 23
• Creating and running queries on page 68
• Inserting Web Intelligence content on page 52
• Inserting Crystal Reports content on page 29
• Copying and pasting Live Office Objects on page 86
In their everyday work, business users can make recurring updates to the
same document in Live Office and distribute it colleagues.
In each case, you are making updates to an existing document. Using Live
Office, you can easily refresh your content against the data source to ensure
your data always reflects the latest changes. You can also configure refresh
options so that your documents are updated automatically when you exit the
application.
Note: If an error occurs during the refresh operation, click Detail on the
refresh dialog box to troubleshoot the error.
Tip: You will have to reapply Microsoft Office Excel filter and sort operations
as well as other formatting operations after refreshing your Live Office object.
Related Topics
• Managing global Live Office properties on page 95
• Managing prompt and parameter settings on page 92
You can remove a report object from your MS Office document. Note that
you cannot undo this action.
Note: Once you have removed a content object, you have to insert a new
object to view the data again.
1. Right click any cell in the Live Office object that you want to remove, and
then click LiveOffice.
2. On the LiveOffice shortcup menu, click Remove Object.
3. Click Yes to confirm that you want to delete the object.
The object has been removed from your document.
7
7 Performing Advanced Tasks
Performing Advanced Tasks
The data you access from a Web Intelligence document or a query may be
time dependent. Time-dependent attributes and hierarchies are evaluated
in certain databases through a key date (Key Date) variable. Examples of
Key Date variables include the date certain financial results are posted or
Related Topics
• Modifying Key Date values in queries on page 95
• Creating queries with Key Date settings on page 93
Related Topics
• What are parameters and prompts? on page 18
Creating queries with Key Date settings
Key Date setting is displayed in the Specify Query page of the Live Office
Insert Wizard.
1. In your Microsoft Office application, select where you want to insert the
Live Office object containting the Key Date.
2. From the LiveOffice Insert menu, select New Query.
The Live Office Insert Wizard appears. If you have not already logged on
to BusinessObjects Enterprise, you are prompted to do so.
The Choose Universe page is displayed.
3. From the Choose Universe page of the Live Office Insert Wizard, expand
the Universe folder or subfolders to navigate to the universe you want to
use.
The Specify Query page appears.
The [KEYDATE] prompt and its current value are displayed on the right
above the Result Objects pane.
4. Click Next to continue building the query.
Related Topics
• Modifying Key Date values in queries on page 95
Related Topics
• Creating your Live Office objects on page 55
• To specify prompt values on page 54
• Specifying a context on page 54
You can easily reset the Key Date value or setting for an Live Office object
after it is inserted into a Microsoft Office document.
3.
Click the Keydate Properties icon to display the Keydate Properties
dialog.
4. In Keydate Properties dialog use the options provided to modify the Key
Date settings.
• Use the default date
• Set date
5. Click OK to save your new Key Date value.
6. Click OK to close the Specify Query page and refresh the query.
Modifying Key Date values in Web Intelligence content
Afer you insert a Live Office object based on Web Intelligence content, you
modify the Key Date setting and value like any other prompt.
1. Right-click the Live Office object and click Properties.
The Live Office Object Properties dialog is displayed.
2. Click the Prompts tab.
All the available prompts, contexts, and keydates are listed in up to three
separate tables together with their current values.
3. From the list under the Prompts heading select the keydate you want
modify then click Keydate.
The Specify keydates dialog is displayed.
4. Choose one of the three options in the Specify Keydates page.
5. Click Next to continue editing the Web Intelligence content.
can configure the short cut menu options that appear as well as aspects of
the default layout, formatting, and refresh behavior for all Live Office objects.
Related Topics
• Configuring the shortcut menu on page 96
• Changing default layout, formatting, and refresh behavior on page 98
• Configuring default error message strings on page 99
• Configuring field display settings on page 101
You can specify the shortcut menu that appears in Microsoft Office Excel,
Word, Outlook or PowerPoint.
The procedure below specifies the shortcut menu for Microsoft Office Excel.
The same options apply to Microsoft Office Word, Outlook or PowerPoint.
1. On the LiveOffice menu, click Options.
2. On the General tab, select one of the following options:
3. Click OK.
On the General tab, you can configure default layout and refresh options.
Note: On the View tab, the default setting is to insert report parts with
report formatting and to show filters as comments.
4. Click OK.
You can change the default strings that appear in the cells of your document
when there is no available data (for example, if a cell has no data, if there is
an error, or if the data is concealed).
Enter the text string that you want to appear when a cell has no data.
The default string is blank.
• Data Error
Enter the text string that you want to appear when a cell has an error.
The default string is #DataError.
• Concealed Data
Enter the text string that you want to appear in place of concealed
data. The default string is #Concealed.
4. Click OK.
You can choose to display the field names, field descriptions, or both in the
inserted objects.
1. On the LiveOffice menu, click Options.
Related Topics
• Configuring the shortcut menu on page 96
• Changing default layout, formatting, and refresh behavior on page 98
• Configuring default error message strings on page 99
You can modify the display settings for certain types of fields displayed by
Live Office objects by specifying a viewing locale. The viewing locale setting
affects the display format for date, time, and number type data.
Note: The viewing locale setting is not available on Crystal Reports field
objects.
Related Topics
• Options dialog box on page 115
Related Topics
• Adding security to your documents on page 102
• Logging on to BusinessObjects Enterprise automatically on page 103
• Connecting to a different CMS on page 104
• Relinking objects to Business Objects Enterprise on page 104
If you save the imported data with the document, other users can potentially
view the data that they are not authorized to view. To ensure that the data
in your document is secure, conceal the data in the document, and then
publish the document to BusinessObjects Enterprise. By publishing your
document to BusinessObjects Enterprise, you ensure that only authorized
users can view the document.
To view the concealed data in the document, users must refresh the data.
Users can refresh the data only if they have installed BusinessObjects Live
Office (Live Office) and if they log on to BusinessObjects Enterprise.
By default when you paste a Live Office object, the connectivity with
Enterprise is maintained. This raises data access and security concerns
especially if you plan to distribute documents with embedded Live Office
objects. Follow the instructions below to disconnect Enterprise connectivity
to objects embeded in your Microsoft Office applications.
1. Point to Live Office, and click Options.
The Options dialog is displayed.
2. In the General tab uncheck the Copy and paste with Live Office
connectivity option.
3. Click OK.
All copied objects will be disconnected from the data in Enterprise. Pasted
objects will not be able to establish connectivity through Live Office, so the
information presented will no longer be updated.
Using Single Sign On (SSO), you can access multiple applications or systems
simultaneously while providing log-on credentials only once, enabling you
to do your work more easily and efficiently.
The Crystal Reports or Web Intelligence data you need to access, might be
stored in different repositories. Using the Enterprise tab of the Live Office
Options dialog box, you can easily adjust your Live Office setting to connect
to a different Central Management System (CMS).
Related Topics
• To connect to a different CMS on page 85
1. Right click the Live Office object for which you want to change the location,
and click Live Office > Properties.
2. In the Live Office Object Properties dialog box, click Choose.
3. In the Document Location dialog box, navigate to the new location for
your document, and click OK.
An warning messagr appears.
8
8 Troubleshooting Live Office
Sample Live Office log files
Related Topics
• Enabling logging for Live Office on page 109
Note: This section contains information about modifying the registry. Before
you modify the registry, make sure to back it up and make sure that you
understand how to restore the registry if a problem occurs. If you use Registry
Editor incorrectly, you may cause serious problems that may require you to
reinstall your operating system. Business Objects cannot guarantee that you
can solve problems that result from using Registry Editor incorrectly. Use
Registry Editor at your own risk.
Note: If this document does not list a solution for the problem you are having,
contact Customer Support.
Related Topics
• Problem: LiveOffice menu disappeared on page 110
• Problem: document refresh failed on page 110
• Problem: context dialog box is not displayed on refresh even if the Reset
Context on Refresh option is checked on page 111
• Problem: report sorting and filtering lost when refreshing on page 111
Cause:
The Live Office add in is not properly enabled.
Solution:
You need to run the enable_addin.exe located at C:\Program Files\Business
Objects\BusinessObjects Enterprise 12.0\Live Office 12.0
For more information, see the BusinessObjects Live Office XI 3.0 Installation
Guideon your product CD.
Cause:
By design, there are known cases where refreshing your Live Office object
will fail. The most common cause for these refresh errors is that the underlying
structure of the source report has changed since the Live Office object was
last refreshed. By design refresh failures could occur because of any of the
following.
• The type of report part has changed. For example, from a table to a chart.
• The source Web Intelligence or Crystal Reports file has been deleted
from BusinessObjects Enterprise.
• The source Universe has been changed or deleted
• SQL database table fields or restrictions have been changed or deleted.
For example, the database field type or restriction specified is invalid or
unavailable.
• No instance is available
• Table structure
Cause:
This is by-design for Live Office. We stored context value with LO object and
use it when refreshing.
Solution:
You can change context in the Live Office Properties dialog box
Cause:
Microsoft Office Excel is based sort and filter operations are not fully
supported by Live Office.
Solution:
Reapply these operations after refreshing the Live Office object. Other report
formatting is retained.
Cause:
You do not have sufficient access rights for the universe. An error message
is displayed when you try to refresh a query or you cannot view objects in a
displayed Universe.
Solution:
Contact your system administrator to provide you with sufficient rights to
access the Universe.
9
9 Reference
Live Office Insert Wizard
The Options dialog box enables you to set the options for BusinessObjects
Live Office (Live Office). These options affect all documents, not just the
current document. Click Default to return to the default options.
Note: Live Office options apply only to the Microsoft Office product that you
are using. You can set different options for Microsoft Excel, Microsoft
PowerPoint, Microsoft Outlook, and Microsoft Word.
The Options dialog box has three tabs:
• General tab
• View tab
• Enterprise tab
Related Topics
• General tab on page 115
• View tab on page 116
• Enterprise tab on page 117
General tab
The General tab contains the options for customizing the shortcut menu and
the general display options.The options that you can specify in this tab vary
depending on the Microsoft Office program that you are using.
Related Topics
• Changing default layout, formatting, and refresh behavior on page 98
• To change the shortcut menu on page 96
View tab
Related Topics
• Configuring field display settings on page 101
• Configuring default error message strings on page 99
Enterprise tab
Use the drop down list for Select preferred viewing locale to modify the
display settings for Live Office objects. Currently the viewing locale setting
affects the display format for date, time, and number type data. The viewing
local is only reflected on report part objects.
Related Topics
• What are report objects, instances, and parts? on page 15
• Logging on to BusinessObjects Enterprise automatically on page 103
• Configuring field display settings on page 101
• Configuring default error message strings on page 99
The Properties dialog box displays the properties for the selected object.
Live Office allows you to view and modify the appearance and refresh options
of your Live Office object.
Note: The settings in this dialog apply only to the current Live Office object.
There are various settings:
• On the General tab you can view the refresh status, the object location,
and the object definition including type of object such as a chart.
• On the Refresh tab you have three editable options:
• Apply formatting when refreshing
• Remove data on saving; refresh to redisplay
• Refresh options such as "on demand" and "last instance by user"
Related Topics
• Options dialog box on page 115
Backward compatibility
The following sections contain backward compatibility information for Live
Office XI 3.0 components. This content includes information about deprecated
features, unsupported features, support for previous versions of Live Office
and other Business Objects products, and Live Office behavior changes
between versions.
Related Topics
• Deprecated features on page 119
• Unsupported features on page 120
Deprecated features
A deprecated feature is a feature that still ships with the product and is still
supported, but for which notification has been made that the feature will be
Unsupported features
An unsupported feature is a feature that may or may not ship with the product
but for which support is no longer provided. This means that technical support
calls and enhancement requests relating to this feature will no longer be
accepted. The following Live Office functionality is unsupported for this version
of Live Office.
• In place drill functionality for both Web Intelligence and Crystal
Reports rowset and report part. Live Office object refresh behavior will
reflect the last saved drill state.
• Windows NT authentication. Microsoft Corporation has replaced
Windows NT authentication with Windows Active Directory.
• OLAP Intelligence functionality. OLAP Intelligent functionality will not
be supported in this release. The OLAP Live Office objects of previous
releases will not be recognized this Live Office release.
For each Microsoft Office application that Live Office supports, there is a
maximum number of rows and columns that can exist in a table or worksheet.
This affects how much data you can insert into a object because Live Office
inserts the data in the form of a table or as rows and columns in a worksheet.
Microsoft Word
• Maximum rows = 32767
• Maximum columns = 63
Microsoft Excel
Note: If you are using MS Excel 2007 then the following limitations will not
apply.
• Maximum rows = 65536
• Maximum columns = 256
PowerPoint
• Maximum rows = 50
• Maximum columns = 25
A
A Get More Help
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http://www.businessobjects.com/support/
For more information, contact your local sales office, or contact us at:
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mailto:documentation@businessobjects.com
Note: If your issue concerns a Business Objects product and not the
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about Customer Support visit: http://www.businessobjects.com/support/.